With a Purchase Order there are various steps/stages that may be of benefit.

The first is the difference is between a Purchase Quote and a Purchase Order.

Quote: - A Purchase Quote can have items added to it, a quote will never have a document number (always being referenced as a draft) and the quote cannot be authorised. A quote needs to be converted to an order for it to be further progressed.

Order: - A quote can be converted to an order and an order can be reverted to a quote provided it has not been authorised. Only an order can be progressed further as part of the purchase order process.

To convert a quote to an order you can do so by either clicking the Convert to Order button in the top right-hand corner menu bar.

Or, clicking the Convert to Order option in the Actions menu on the left-hand side of the Purchase Order.

To revert an Order to a Quote is a reversal of the above using the option Revert to Quote.

Both an order and a quote can have items added to them, you can edit the Purchase Order header and make notes against the Purchase Order.

You can also print the Purchase Order document for both a Quote and an Order.

To Print the Purchase Order document, click the option Purchase Order under the Documents pane on the left-hand side.

Clicking this will bring the Purchase Order report to screen for the selected Purchase Order/Quote.

To allow items to be processed on a Purchase Order it must first be authorised, to authorise a Purchase Order click the Authorise button in the top right-hand corner menu bar.

Or click the Authorise option in the Actions pane on the left-hand side.

Once a Purchase Order has been authorised this action cannot be reverted, and the Purchase Order cannot be reverted to a quote. This action is irreversible.

You can still cancel or delete a Purchase Order that has been authorised although you cannot delete a Purchase Order that has had items received or partially received.

Authorising a Purchase Order will set the Purchase Orders Status to Authorised, this will also give the Purchase Order its own unique Document Number changing this from Draft to the next unique number in its Document Number series.

Once a Purchase Order has been Authorised items cannot be received on the Purchase Order until it has been marked as having been Sent to the Supplier.

This requires the Purchase Order to be marked as having been Sent, as with authorising a Purchase Order you can mark a Purchase Order as being sent by clicking the Mark as Sent button in the top right-hand corner menu bar.

Or click the Mark as Sent option in the Actions pane on the left-hand side.

You can still cancel or delete a Purchase Order that has been Marked as Sent although you cannot delete a Purchase Order that has had items received or partially received.

Marking a Purchase Order as sent will set the Purchase Orders Status to Sent.

Once a Purchase Order has been Marked as Sent, items on the order can be received.

You can delete a Purchase Order at any time until items on the Purchase Order have been received or partial received.

To delete a Purchase Order, click the Delete Purchase Order button in the top right-hand corner menu bar.

Or click the Delete Purchase Order option in the Actions pane on the left-hand side.

You can cancel a Purchase Order at any time until the Purchase Order has been completed.

To cancel a Purchase Order, click the Cancel Purchase Order button in the top right-hand corner menu bar.

Or click the Cancel Purchase Order option in the Actions pane on the left-hand side, this action cannot be reverted. This action is irreversible.

This will cancel the Purchase Order in the OnRent system, the Purchase Order will remain in place and have its status set to Cancelled.

You can cancel a Purchase Order that has items that have been received/partially received. The Purchase Order will remain as it was prior to it being cancelled but will not allow any further actions to be performed against it.

To complete a Purchase Order, all items on the Purchase Order need to have been received for their full quantity, the final action of receiving these items will automatically set the Purchase Order status as being Complete.

A completed Purchase Order can be re-opened by either.

For actions regarding items on the Purchase Order please refer to the below link.

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